This article covers the major jobs you need to do to get the most from the system.
Pick the modules you want to use
Each module provides specific business functionality and can be run independently of others. However, the system is designed to allow easy creation and linking between modules. For example, a lead can create a quotation, which can create a job/order, which can create multiple purchase orders, and so on.
If you don't want to use a module, you don't have to, meaning the processes you set up will be clean and quick.
Create Your Document Templates
These are used for creating PDFs and are different for each module.
Create Pre-Builds
They are a significant tool for automating your processes and allow you to set up specific functionality and templates for a particular business operation.
Set up Automations to streamline the way you work
These save on staff time and make your process more reliable.
They are triggered from new documents (i.e. quotations, orders, etc.) or when these change status. If conditions are satisfied, orders can be created, statuses on linked documents changed, emails sent, mentions triggered and more.
Automated Messages are a very powerful tool that allows you to communicate with your customers, suppliers and team based on events. For example, Zigaflow can notify your customer that an order is ready to dispatch, chase a supplier to ensure they acknowledge their order, or send a pop-up to specific team members when a quote of a certain size is accepted.
Connect your emails
Zigaflow connects to your Office365 or Google Mail accounts. Emails sent from Zigaflow are associated with the quotation, job, etc., from which they were sent. When the recipient responds and creates an email trail, even outside of Zigaflow, the email trail will be tracked on the original quotation, job, etc. Other staff members have access to the email trail on the specific quotation or job, meaning that queries can be quickly answered and all the information on a quote or job is in one place, accessible by all.
It is one of the fundamental parts of Zigaflow, so we strongly recommend setting this up.
Get your team to use mentions
Mentions send a pop-up and email to the person mentioned. However, their power in Zigaflow is that not only are they available on quotations, jobs, invoices, etc, at the top level, but they can also be made against line items. The line item mentioned is highlighted when the recipient opens the quotation, job, etc.